Privacy Policy

Baxter is a travel readiness platform operated by Travel With Baxter LLC. In this policy, "we," "us," and "our" mean Travel With Baxter LLC. This page explains what we collect, how we use it, and the controls you have over your data.

What we collect

• Account: the email address and password you choose, or the name, email address and profile picture your Google account shares when you sign in with Google, or the identifier, email address and optional name Apple shares when you sign in with Apple.
• Trips: flight, hotel and rental details, dates and confirmation details you add, scan or import, and the trips, Circles, memberships and share links you create.
• Photos and documents: itinerary photos and documents you choose to upload.
• Gmail, only if you connect it: read-only access. For matched emails, Baxter saves a message ID, sender, subject, date and extracted travel details. Skipped emails leave only a short diagnostic record, kept up to 30 days. Bodies and attachments are never stored or sent to AI.
• Notifications: your device's web push subscription or iPhone device push token, linked to your account, so Baxter can deliver alerts.
• Your AI permission choice, with the date and policy version.
• Server error logs. They contain fixed error text, not your email or confirmation content. They are held by our hosting provider, Lovable Cloud, under its own retention policies.

Documents and travel identity

If you add travel identity details (such as passport or visa numbers and expiration dates, or a Known Traveler Number), Baxter stores them encrypted and shows them masked by default. If you upload a photo of an itinerary or confirmation, Baxter reads it to extract trip details and stores the result with your trip. You can edit or remove these details at any time from your Travel Identity and Documents screens.

Loyalty programs: if you choose to save a frequent-flyer or hotel membership number, Baxter stores it in your account encrypted so it can show it on the matching trip. Baxter does not sign in to your airline or hotel accounts, read balances, or share these numbers with family links or Trip Circles. They are deleted when you delete your account.

How Baxter uses your information

Baxter uses the information you provide to calculate your Travel Readiness, organize your trips, and surface changes that may affect your plans. We use this data only to operate the product for you.

The "Where you've been" globe and stamps are built from trips you have already saved; Baxter does not use device location for them.

Sign-in providers

When you sign in with Google, Baxter receives your name, email address, and profile image from your Google Account. Baxter uses this only to create and identify your account. Baxter does not share this information with third parties, and does not use it to develop, improve, or train AI or machine learning models.

When you sign in with Apple, Baxter receives an Apple identifier for your account, an email address (your real address or an Apple private relay address, depending on your Apple settings), and your name only if Apple provides it — Apple may share your name only the first time. Baxter uses these only to create and identify your account, and does not require a real email address. Authentication is processed by Apple and by Baxter's managed sign-in service, Lovable Cloud. Baxter does not receive your Apple password or any other Apple account data.

Baxter does not sell your data

Baxter does not sell user data and does not share your personal travel data with advertisers.

Email import (Gmail)

Connecting Gmail is optional and available only on the website; it is not offered in the iPhone app. On iPhone, you can paste a confirmation, upload a file or enter details. Baxter works without Gmail. If you connect it, Baxter requests read-only access to Gmail (gmail.readonly). Baxter cannot send, modify, or delete your email.

Baxter searches roughly the last 180 days of mail for travel confirmations, using travel keywords and airline, hotel, and rental sender addresses. From the messages that match, Baxter stores the sender, subject, date, a message identifier, and the travel details it extracts (airline, flight numbers, times, airports, confirmation codes, hotel and rental details). Baxter does not store your full mailbox or the complete contents of your messages, and does not use this data to develop, improve, or train AI or machine learning models.

For skipped emails, Baxter keeps only a short diagnostic record: the message ID, processing stage, reason, sender domain (when known), creation date and the account it belongs to. These records are kept for up to 30 days and removed by the daily cleanup. No subject, full sender address, snippet, body or attachment is stored in them. Gmail bodies and attachments are never stored or sent to AI services.

You can disconnect Gmail at any time. Disconnecting revokes Baxter's access and stops future imports, but trips and confirmation records already imported stay in your account until you remove them. When you disconnect, you can also choose to delete what Baxter imported from Gmail: trips that came only from Gmail, plus the imported email details and scan history. Trips you added or changed yourself, or shared with family or a Trip Circle, are kept. Baxter does not currently offer a per-confirmation delete control in the app: deleting a trip removes the trip but returns its confirmations to your import review list, so to erase imported records entirely, delete your account (Profile → Preferences & Settings → Delete account), which removes everything, or email us and we will remove specific imports for you.

Baxter's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

iPhone notifications

If you allow notifications in the iPhone app, it sends a device push token to Baxter's server, stored linked to your account to deliver alerts through Apple's push service. Pausing notifications in Baxter or signing out asks the server to remove this device's token; if that request fails, the stored token may remain. Deleting your account removes its stored device tokens. Turning permission off in iPhone Settings does not itself delete Baxter's stored token.

Flight monitoring

When you have an upcoming flight, Baxter checks its status with a third-party flight data provider (FlightAware) to surface delays, gate and terminal changes, and baggage claim information. Baxter sends only the flight number and date needed to look up that flight, not your personal details.

AI processing

Baxter does not send any Gmail email content (subjects, bodies, snippets or attachments) to AI services. Emails from Gmail are read only by Baxter's own reader; if it can't read one, the email is listed for you to review instead.

Baxter uses Google's Gemini AI model, reached through the Lovable AI Gateway, only in these cases:

1. When you upload a photo of an itinerary, the whole image is sent.
2. When you upload a document, the whole image of the document is sent.
3. When you connect Outlook and an American Airlines email can't be read by Baxter's own reader, up to the first 12,000 characters of that one email's body are sent.

Nothing else is sent: not the sender, your other emails, your other trips or your identity details. This happens only if you agree on the permission screen, and you can change your choice any time in Profile. If you decline, you can still enter trips by hand. AI requests are processed by Google in the United States. Lovable states that model providers may use this content only to provide the service and may not train on it, and that Lovable does not train on it. Baxter's own logs record only whether an AI request worked, its size and a short error code, not the image, document or email text. Google and Lovable may keep requests under their own terms, and we do not control how long they do. Turning AI off in Profile stops new requests; it does not remove requests already sent.

Who receives your data

Lovable Cloud (accounts and trips), Google (sign-in and Gmail), Apple (sign-in and iPhone push notifications), Google Gemini through the Lovable AI Gateway (the cases above), FlightAware (flight number and date only), and your device's push service (alerts). Account emails are sent by Lovable Cloud's sign-in system. We do not use advertising or third-party tracking tools and do not sell your data.

Baxter does not keep the uploaded file itself — only the travel details extracted from it are stored with your trip.

If a pasted confirmation can't be read and you tap “Report This Format”, Baxter saves the text you pasted (up to 20,000 characters) with your account so we can review the format. Remove names, confirmation numbers and other personal details before reporting.

Share links

A share link shows only your flights and, if you choose, your hotel. Every link includes the destination, trip dates and your flights: flight numbers, airline, route, airports and booked times. Your hotel and live flight status (delays, gates and landing) appear only if you switch them on. Share links never include rental cars, parking, confirmation codes, notes or other travelers. You can change these choices or disable a link at any time, and changes apply to the same link right away.

Trip Circle sharing

Trip Circle sharing is explicit and limited to invited members. Within a circle, only the fields you choose to share become visible to other members; everything else stays private to you.

You can choose to share which countries you have visited with a Circle. It is off by default and is set separately for each Circle. When it is on, only members of that Circle can see it, and only the country codes from your finished trips are shared, never dates, trips or airports. Switching it off removes your countries from that Circle. Leaving the Circle, or deleting your account, removes them too.

Retention and deletion

Delete your account in the app at Profile → Preferences & Settings → Delete account, then confirm with Delete my account. Baxter first cancels its Gmail access; if that fails, deletion stops so you can retry. It then deletes saved Gmail access, personal records, your trips, Circles, memberships and share links, your AI permission record, and your account. A deletion record is kept with your email address blanked. If you signed in with Apple, your Apple identifier is deleted with your account; Baxter does not currently revoke your Apple authorization for you, so to also stop Baxter from appearing in your Apple ID, remove it in your Apple account settings (Sign in with Apple). We cannot delete anything Google, Apple or Lovable may have kept from AI requests, sign-in records or server logs; those are governed by their own policies.

Beta waitlist

If you join the beta waitlist, Baxter stores the email address you submit so we can contact you about beta access. We do not use it for marketing unrelated to Baxter, and you can ask us to remove it at any time. When you join, we send you one confirmation email and notify our team. You can unsubscribe from any email.

Children's privacy

Baxter is not intended for children. You must be at least 16 years old to create a Baxter account. Baxter does not knowingly collect information from anyone under 16 and does not ask for date of birth. If you believe someone under 16 has created an account, email support@travelwithbaxter.com and we will delete the account and its data.

Your choices

Disconnect Gmail on the Gmail import screen or in Profile; this revokes Baxter's access. Change your AI permission in Profile. Turn off notifications in your device settings. Contact: support@travelwithbaxter.com

Contact

Baxter is operated by Travel With Baxter LLC. For privacy questions, data exports, or deletion requests, contact support@travelwithbaxter.com. See also our Terms of Service and Support.